Animal and Plant Health Inspection Service 

U.S. DEPARTMENT OF AGRICULTURE

APHIS eFile Job Aid 

APHIS 2000 Permit Application and Compliance Reporting 

Biotechnology Regulatory Services (BRS) 

Effective Date: July 21, 2023 
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Table of Contents

APHIS 2000 Summary ....................................................................................................................................................4

Create a New Web Application ......................................................................................................................................6

Returning to an Existing Application .............................................................................................................................10

CBI Status and Related Activity ....................................................................................................................................12

Organisms .....................................................................................................................................................................15

Organism Supplier/Developers .....................................................................................................................................17

Constructs .....................................................................................................................................................................21

Locations .......................................................................................................................................................................29

Standard Operating Procedure (SOP) & Attachments .................................................................................................35

Line Item Review...........................................................................................................................................................37

Certify and Submit an Application.................................................................................................................................39

Update Unlocked Sections of an Application................................................................................................................41

Review Permit Conditions .............................................................................................................................................43

Clone an Application .....................................................................................................................................................45

Withdraw an Application................................................................................................................................................47

Delete an Application ....................................................................................................................................................48

View Permit ...................................................................................................................................................................49

View/Request Labels in APHIS eFile............................................................................................................................51

Amend Application ........................................................................................................................................................53

Create Pre-Planting Notice ...........................................................................................................................................56

Create Planting/Release Report or No-Planting Report ...............................................................................................61

Create Pre-Flowering Notice.........................................................................................................................................71

Create Pre-Harvest/Pre-Destruct Notice.......................................................................................................................75

Create Cleaning (Return to General Use) Notice .........................................................................................................79

Create Field Test Report...............................................................................................................................................84

Create Volunteer Monitoring Report/No Monitoring Report..........................................................................................99

View Report/Notice PDF Before Submission..............................................................................................................104

View Report/Notice PDF After Submission.................................................................................................................107

Respond to Compliance Incident Proceedings ...........................................................................................................109

Provide Documentation for Inspection ........................................................................................................................110

Access Inspection Results Letter................................................................................................................................111
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Document Version History 

Version: Effective Date: Update: 

1.0 April 5, 2021 Initial document released. 

2.0 March 28, 2022 Document updated to provide more detail and reflect 

updated system user-interface. 

3.0 July 21, 2023 Updated Compliance Reporting instructions to reflect 

updated system user-interface

For access to the most recent version of this job aid, and for other APHIS eFile support materials, visit 

https://www.aphis.usda.gov/aphis/banner/help/efile/efile-training. 

For questions related to permit applications or compliance reports, please contact BRS.eFile@usda.gov. 
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APHIS 2000 Summary 

This is a high-level summary of the APHIS 2000 permit application on APHIS eFile. For detailed steps, please refer 

to the rest of this Job Aid. 

Application Instructions: 

1. Visit https://efile.aphis.usda.gov/ and login with your verified USDA eAuthentication account. 

2. Using the Ready to Apply drop-down, select APHIS 2000 (Web). 

3. Complete the BRS Permitting Assistant using the on-screen instructions and proceed to your application. 

Note: You will land on your Activity Page, and your new draft application will be the first one listed. 

4. Select View Details on the Application Activity Card. 

5. Complete the Application Details section and proceed. 

a. Your response to the Does this Application Contain CBI field will determine whether Confidential 

Business Information (CBI) may be claimed at any time on the application, permit, or any future selfreports. Once saved, your selection is final for this application. 

i. On CBI applications, you will be able to denote CBI data in most text fields by typing square 

brackets [ ] around the confidential information. Certain fields with restricted input types, 

such as numeric fields, email addresses, and drop-down lists have a corresponding Claim 

as CBI checkbox under the field if it may be claimed as CBI. 

ii. All CBI applications must include a CBI Justification, which outlines how the information 

claimed as CBI meets the definition of a trade secret or how disclosure of the data may 

inflict competitive or financial harm. This may be described on the application field in under 

4,000 characters or attached as a separate document. 

b. Once you have saved the required Related Activity fields, you may navigate between application 

sections by using the Back and Save and Next buttons, or by clicking the name of the section in 

the progress bar. Please ensure you select Save or Save and Next in each section once data entry 

is complete, so that the information is validated against submission requirements. 

6. Complete the Organism section and proceed. 

Note: The organism is already populated from your BRS Permitting Assistant selection. You may edit the 

entry to include a cultivar and/or breeding line and/or strain or add additional organisms. 

7. Complete the Organism Supplier/Developers section and proceed. 

Note: Adding an Organism Supplier/Developer is optional. If you do not wish to add an Organism 

Supplier/Developer, select the Save and Next button.

8. Complete the Constructs section, including Intended Traits and Genotypes, and proceed. 

Note: Previously Submitted Constructs will be available after your first application submission in APHIS eFile

and are limited to applications where the same organism is added. 

9. Complete the Locations section and proceed. 
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a. Locations section requirements and limitations: 

i. At least one Agent for each location. 

ii. At least four (4) GPS coordinate pairs for environmental release locations. 

iii. At least one material record for all destination or origin+destination locations. 

10. Complete the SOP & Attachments section and proceed. 

a. Use the Add SOP or Attachment button to upload documents and set attributes. 

b. If your SOP or attachment files contain CBI, you will need to upload at least two (2) versions of each 

file, CBI and CBI-Deleted. 

11. Review your data via the Review and Submit Section and proceed to the bottom of this page. 

a. You will only be able to submit your application if all minimum application requirements have been 

addressed. The top of this page will point to any sections of the application where additional data is 

needed. 

b. PDF previews may be generated using the Generate Line Item PDF button in the upper right-hand 

corner. This PDF can be viewed in the SOPs & Attachment section.

12. Check the Certify checkbox at the bottom of the Line Item Review section, then click the Continue button. 

13. On the Application detail page, check the Certify checkbox, and click the Submit button. 

a. Your application is now submitted, and you will receive an email confirmation. 

b. Your request will be given an Authorization (AUTH-0000XXXXXX) number where APHIS BRS will 

perform the review. 

14. You will receive an email notification of any next steps. 

a. Example reasons you may receive an email: 

i. APHIS requires an update to your application. 

ii. Permit conditions are ready for review. 

iii. APHIS made a decision on your permit request. 

iv. Labels associated with a permit are ready. 
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Create a New Web Application 

You, the responsible person or application preparer, are creating a new web application where you will manually 

enter your application data. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the Ready to Apply Select an option drop-down menu, choose APHIS 2000 (Web) and select 

Get Started to begin a new application. 

This option directs users to the BRS Permitting Assistant (BRSPA). The BRSPA presents several questions to help you 

determine your needs. 

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3. Answer each question that corresponds to your organism, then select the Search button. 

Note: If your organism is not available for selection, please send an email to BRS.eFile@usda.gov to request it be 

added. Please include the scientific and common names of the organism in the request.

4. If attributes populate in step 2, answer the questions one-by-one to reduce the number of outcome 

selections. A single option will remain once all available questions are answered.

5. Review the outcome provided. Outcomes may indicate no permit is required, direct you to the 

Confirmation Request or Regulatory Status Review processes, or recommend you contact BRS to 

discuss your organism further. To contact BRS, please send an email to BRS.eFile@usda.gov. 

Note: Should you prefer to submit a permit application regardless of the outcome received, you may select Permit

under What are you applying for in the organism details section and proceed with step 6 in this job aid.

6. If your organism requires a permit (as indicated in the example below), select Add Outcome. 

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7. Select Next Step to proceed to your Summary of Requests. 

8. Review your Request Summary. To search for additional organisms, select Go back and Add More 

Outcomes. 

Note: The BRSPA will automatically sort your outcomes into separate applications based on the organism type (i.e., 

plants or microbes). 

9. If you are ready to proceed with the applications listed, select Proceed to Applications. 

Note: You may enter an email address in the Summary of Requests section to send the results for your records. 

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10. You will be prompted to select the appropriate Sharing Organization and responsible person for this 

application. After making your choices, select I Understand & Continue. 

Note: The names and members of your associated organizations may be managed in your profile. BRS 

recommends updating your profile information prior to starting an application. 

If you are preparing an application on behalf of another user, they will need to register in APHIS eFile and be a 

member of the same Organization Account to be available for selection. 

More information on Organization Accounts is available at the link below: 

https://www.aphis.usda.gov/help/eFile/efile-organization-accounts.pdf

11. You will be redirected to your My Activity page. The activity card at the top of the page will be the new 

APHIS 2000 web application you created. Select View Details to proceed to the application and go to 

the CBI Status and Related Activity section of this job aid. 

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Returning to an Existing Application 

You, the responsible person or application preparer, want to continue (or edit) an application you have not yet 

submitted. 

Instructions: 

2. Select the View All Activity.

3. Adjust the Filters section to show Draft/Open Applications. You may also use the search bar if you know 

the application number (A-0000XXXXXX) in progress. 

Note: Use the Sort by drop-down to sort through BRS application and authorizations. After sorting you can navigate 

to the Filters section to select between the application type, status, and other filter options. 

1. Login to APHIS eFile.

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4. If needed, sort the applications to find your existing application. Depending on when the application was 

created, you may also need to adjust the Display Recent drop-down. 

5. Select View Details button to begin drafting your application. 

 

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CBI Status and Related Activity 

You, the responsible person or application preparer, have started a new application. You need to indicate whether 

the application will contain any CBI, as well as provide preliminary details about your application. 

Instructions: 

1. Select the Does this Application Contain CBI drop-down arrow and choose Yes or No. 

Note: Once you choose your answer and save it, you will not be able to change it. If there is a possibility that there 

will be CBI in your application, permit, SOP, attachments, or future self-reports, please choose Yes. 

Selecting No will prevent use of square brackets in text fields that can be claimed as CBI and will hide all Claim as 

CBI checkboxes for non-text fields. 

2. If you chose Yes, enter a justification of up to 4,000 characters in the CBI Justification field. 

a. Although an initial value is needed in the CBI justification field, you may adjust the explanation in this field 

any time before submission. 

b. You may also attach a longer CBI justification document in the Attachments section of the application. If 

this applies to you, enter See Attachment(s) in the CBI Justification field. 

Note: CBI selection cannot be modified after clicking Save. Once you have selected the Save button, the Related 

Activity section of the page will appear below. 

How to Claim CBI: If you indicated your application will contain CBI, you will see shield icons next to all fields 

available that can be claimed as containing CBI. 

To claim information as CBI, you will either use square brackets [ ] or a Claim as CBI checkbox. On CBI 

applications, you will be able to denote CBI data in most text fields by typing square brackets [ ] around the 

confidential business information. Certain fields with restricted input types, such as numeric fields, email addresses, 

and drop-down lists have a corresponding Claim as CBI checkbox under the field if it may be claimed as CBI. 

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3. Scroll down to the Related Activity section and select the Proposed Effective Date field and choose the

date you want the permit to take effect. 

Note: You can enter the dates manually (MM/DD/YYYY) or use the calendar view. 

4. Select the Proposed Expiration Date field and choose the date you want the permit to expire. 

5. Complete each of the required fields by either entering your information into the fields or choosing your 

answer from a drop-down menu. 

Note: The fields you see will vary based on whether your permit is for import, interstate movement, environmental 

release, or interstate movement and environmental release. 

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6. Complete any non-required fields as appropriate. 

7. If this application needs to be reviewed together with another previously submitted application, enter the 

Application Number of the other application into the Additional Information field. 

Note: You may also use this field to reference authorization numbers where similar information has been previously 

reviewed by APHIS, whether this permit application continues an environmental release started under another 

permit, or to include any details about your submission that are not captured elsewhere in the application. 

8. Select the Save and Next button to proceed to the Organisms section.

 

 

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Organisms 

You, the responsible person or application preparer, can review or add organisms in this section of the application. 

Instructions: 

1. Review the organism(s) as imported from the BRS Permitting Assistant and verify the information. If 

correct, select Save and Next to proceed to the next section of the application. 

2. If you would like to provide a cultivar and/or breeding line and/or strain, select the pen tool to make 

updates before proceeding. 

3. If the information is incorrect, select the trash can to delete the organism from the application. 

Note: Any constructs associated with the organism will be deleted automatically. You will not be able to add 

constructs or submit the application without at least one organism listed. 

4. To add additional organisms from the application view, select the Add Organism button. 

5. In the Add Organism pop-up window, go to the Select an Organism section and scroll through the list or 

search using the organism’s scientific or common name. When you have located the organism, you wish 

to add, use the Select button.

6. You may optionally add a cultivar and/or breeding line and/or strain and Add the record. 

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7. Repeat steps 4-6 to add any additional organisms to the application.

8. Select the Save and Next button to proceed to the Organism Supplier/Developers section. 

 

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Organism Supplier/Developers 

You, the responsible person or application preparer, can choose to identify your Organism Supplier or Developer in 

this optional section of the application. 

Instructions: 

1. The Organism Supplier/Developer section will display a contact card matching the contact information of 

the responsible person listed on the application. Additionally, contact cards representing previously

listed Organism Supplier/Developers will also be listed. 

Note: This section is optional. If you do not wish to list an Organism Supplier/Developer, proceed by using Save and 

Next, located at the bottom of this page, to proceed to the next section of the application. 

2. After you use the Select as Organism Supplier/Developer button, the selected contact card will remain 

on the page while the other contact cards disappear. To add another contact as an Organism 

Supplier/Developer, select +Add Another Organism Supplier/Developer Contact (if selecting from an 

existing contact card) and repeat steps 2-3 as necessary. 

Note: If you want to create a new contact card for an Organism Supplier/Developer not listed on this page, proceed 

to step 4. If you want to remove a select contact as for an Organism Supplier/Developer, use the Remove Organism 

Supplier/Developer button. 

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3. When you complete selecting contact cards as Organism Supplier/Developers, select Save and Next to 

proceed to the next section of the application. 

Note: If you want to create a new contact card for an Organism Supplier/Developer not listed on this page, proceed 

to step 4. 

4. To create a new contact, select Create New Contact.

Note: If on a CBI-included application, when you first create a new contact, you will not be able to mark any 

information as CBI. However, once you select the contact as an Organism Supplier/Developer on your application, 

you will be able to edit the contact and claim CBI. 

5. Enter the contact information of your Organism Supplier/Developer in the required fields. Select Save & 

Select when you are done.

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6. To select the New Contact as an Organism Supplier/Developer information as CBI, use Select and 

Organism Supplier/Developer on the newly created contact card. 

7. To claim Organism Supplier/Developer information as CBI, select the Edit button on the contact card. 

 

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8. Update the Organism Supplier/Developer contact information you want to claim as CBI. Select the Save 

button once completed. 

Note: Text fields may be claimed as CBI by typing square brackets [ ] around the CBI information. Use the Claim as 

CBI checkbox for the zip, phone, and email address fields you would like to Claim as CBI. 

9. Once your new contact is saved, you will be brought back to the Organism

Supplier/Developers main screen. Select the Save and Next button to continue to the next section.

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Constructs 

You, the responsible person or application preparer, are adding your construct(s) to the application. Provide 

information on the construct intended trait(s) and any genotypes, including each construct component.

Instructions: 

1. You have three options to add construct(s) to the application. 

a. To enter a new construct, proceed to step 2. 

b. To select a construct that was submitted on a previous APHIS eFile application, proceed to step 

21. 

c. To add a construct that is similar (but not identical) to a previously submitted construct (PSC), 

proceed to step 27. 

Note: PSCs are constructs that were submitted on a past APHIS eFile application with the same CBI status and the 

same organism. 

Note: To apply, you will need to add at least one construct that includes intended trait(s) and genotype(s). 

Add a New Construct 

4. Select the Organism drop-down arrow and choose the Organism for your Construct. 

Note: The drop-down will be limited to organisms that are listed on the application. 

5. Select the Modification Method drop-down arrow and choose your modification method. 

6. Enter any further details into the Transformation Events/Construct Desc. field. 

7. Select the Add button.

Note: Intended Trait(s) and Genotype sub-sections appear after a construct is initially saved. These sections are 

required for submission. 

2. Select the +Add Construct button. 

3. In the Add Construct pop-up window, enter the name of your new construct.

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9. In the Add Intended Trait pop-up window, select the Trait from the drop-down menu. 

10. Describe the specific phenotype in the Phenotype field. 

11. Add the Mechanism of Action (optional). 

12. Select the Add button at the bottom of the Add Intended Trait pop-up window. 

Note: To add other Intended Traits, repeat steps 8-12.

13. In the Genotypes section, select the Add Genotype button. 

14. In the Add Genotype pop-up window, complete all required fields. 

Note: You may select your construct component type using the Construct Component drop-down field. If your 

construct component type is not available within this list, select None and enter your component type in the 

Construct Component if Not Listed field. 

8. Select the Add Intended Trait button.

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15. Select Add. 

16. After saving your first genotype and construct component, you will be able to add additional components 

to that genotype by selecting the Add Component button. The Add Component button will appear 

under each listed genotype. 

Note: Components may be moved within and between genotypes by dragging the components to the correct 

position.

17. To add another genotype and its respective components, repeat steps 13-16. 

Note: Genotypes may be re-ordered by dragging the genotype to the correct position.

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18. Once you finished adding genotypes and their components, select the Save button at the bottom of the 

Edit Construct pop-up screen. This will save the construct and bring you back to the Constructs main 

page. 

19. To add another new construct to your application, select the Add Constructs button and repeat steps 

2-18 above. To add a previously submitted construct to your application, proceed to step 21. To clone a 

previously submitted construct, proceed to step 27. 

Note: If you wish, you can clone a construct by using the clone button on the bottom of the Edit Construct pop-up 

window.

20. When you have added all your constructs to the application, select the Save and Next button on the 

bottom of the Constructs section of the application to proceed to the Locations section. 

 

Add a Previously Submitted Construct (PSC) 

21. To add a PSC, select the +Add PSC button. 

Note: If you created a construct on a CBI application in the past, it will be unavailable if you are drafting a non-CBI 

application. You will be limited to constructs which were submitted for the organism(s) added to your application. 

22. Scroll through the listed PSCs in the table or use the search bar to identify a PSC. 

23. Select the Magnifying Glass icon to view the PSC details, including Intended Trait(s) and Genotypes, if

needed. 

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24. Select the checkbox(es) associated with any PSC that you would like to add to the application. 

25. Select the Save button to add the PSC(s) to this application. 

Note: A PSC cannot be edited but may be cloned as a new construct. 

26. When you have added all your constructs to the application, select the Save and Next button on the 

Constructs section of the application to proceed to the Locations section. 

Clone a Previously Submitted Construct (PSC) to Add a New (Editable) Construct 

27. PSCs may be cloned in one of two ways. Steps 28 through 33 detail how to clone a PSC if the PSC is 

not listed on the application, while steps 34 through 36 detail how to clone a PSC if it is already listed on 

the application. 

28. Select the Add Previously Submitted Constructs button. 

29. Using the scroll bar or search bar to identify the PSC you want to clone. Select the magnifying glass to 

expand the construct details for the identified PSC. 

30. Scroll to the bottom of the Select Previously Submitted Construct(s) pop-up window and select the 

Clone button.

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31. Once you have selected the clone button, you will be brought back to the Constructs main page. 

32. You will see your cloned construct in the Constructs section. Click on the Pen icon of the newly cloned

PSC to make any needed edits to the construct. Return to step 3 for instructions on how to update your 

cloned construct’s details. 

Note: A cloned construct adds a system generated ID to the end of the original construct’s name. For the cloned 

construct to stand alone as its own construct, the cloned PSC will need to be renamed. You may delete or update 

the construct any time before submission. 

33. When you have added and saved all your constructs to the application, select the Save and Next 

button to proceed to the Locations section. 

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34. To clone a PSC that is already added to the application, select the eye icon to expand the construct 

detail for the PSC you want to clone. 

35. The bottom of the Construct detail pop-up window will have a Clone button. Select this clone button to 

clone the PSC. 

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36. Return to step 3 for instructions on how to update your cloned construct’s details. 

37. When you have added and saved all your constructs to the application, select the Save and Next 

button to proceed to the Locations section.
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Locations 

You, the responsible person or application preparer, are adding your location(s) to the application.

Instructions: 

1. Select the Add Location button. 

Note: The location types required for your application are indicated above the Locations Detail table. 

2. Select the Location Type drop-down arrow and choose your location type. 

Note: Different location types will be available depending on the movement type of the application.

3. Select the Continue button. 

4. Follow the instructions for the location type you chose above. 

a. To add an Origin Location, proceed to step 5. 

b. To add a Destination Location or an Origin and Destination Location, proceed to step 17. 

c. To add a Release Sites Location, proceed to step 26. 

For Origin Location Type 

5. Select the Location Name field and enter the name of your location. 

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6. Select the Country field. 

Note: For all movement types other than Imports, the Country field will auto-populate with the United States of 

America, and State and County will be required fields. If you are applying for an import permit, only the Country field 

will be required on the Origin Location, and only one Origin Location can be created. 

7. Enter the name of the country into the search bar and select your country from the drop-down list. 

8. Repeat steps 6-7 for the State and County fields. 

9. Provide additional information as needed in the remaining fields. 

Note: To process an application, BRS requires Street Address 1, City, and Zip code on each location (excluding 

origin locations on import permits – only City is additionally required).

10. Select the Add button. 

Note: Location sub-sections appear after a location is initially saved. These sections are required for submission. 

11. In the Agents section, select the Add Agents button. 

12. In the Add Agents pop-up window, enter the First Name, Last Name, Title, Day Phone, and Email of 

your contact into the associated fields. 

Note: You may optionally provide additional data in the remaining fields. 

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13. Select the Add button. If you would like to add another agent to this location, repeat steps 11-12. 

14. To add another location, select the Save button and return to step 1. 

15. Select the Save and Next button to proceed to the SOP & Attachments section. 

 

For Destination Location or Origin and Destination Location Type 

Note: For Destination and Origin and Destination location types, the Country field will auto-populate with the United 

States of America. The Origin and Destination location type can be used when the same location serves as both the 

origin and the destination of regulated material that is transported across state lines. You will still need to provide an 

additional origin and/or destination to meet the minimum submission requirements on applications for interstate 

movement. 

16. Repeat steps 5-9. 

17. Select whether the location has been Previously Inspected by APHIS using the drop-down list and 

select Add once completed. 

Note: Location sub-sections appear after a location is initially saved. These sections are required for submission. 

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18. Proceed to the Materials section and select the Add Materials button. 

19. Complete all required fields in the Add Material pop-up window. 

Note: If the entered Quantity and Unit of Measure represents multiple material types, such as multiple plant parts, 

please select Other in the Material Type picklist and provide a description of the materials in the If Other, Please 

Describe field. 

21. To add an Agent to the location, complete steps 11-13. 

22. To add another location, select the Save button and return to step 1. 

23. Select the Save and Next button to proceed to the SOP & Attachments section. 

For Release Sites Location Type 

Note: For Release Sites locations, the Country field will auto-populate with the United States of America. 

24. Complete the Release Sites Location section. 

25. Enter a unique, non-CBI value to serve as a release site's Location Unique ID. 

26. Complete the Release Details section. 

27. Complete the Site-Specific Information section. 

28. Select the Add button. 

Note: Location sub-sections appear after a location is initially saved. These sections are required to submit. 

20. Select Add. 

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29. In the GPS Coordinate section, select the Add GPS Coordinate button. 

Note: A minimum of four pairs of GPS coordinates are required for each release location. A maximum of six pairs 

may be provided. These coordinates should outline the area to be authorized for release. 

30. Enter the Latitude and Longitude in the corresponding fields. 

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31. Select the Add button. 

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32. To add an agent to the location, complete steps 11-13. 

33. To add another location, select the Save button and return to step 1. 

34. Select the Save and Next button to proceed to the SOP & Attachments section. 

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Standard Operating Procedure (SOP) & Attachments 

You, the responsible person or application preparer, need to attach your Standard Operating Procedure(s) 

document(s), and upload any other attachments that are required or may aid in the processing of your application 

before you can certify and submit the application.

Instructions: 

1. Review the instructions at the top of the page. 

2. Select the Add SOP or Attachment button. A pop-up window will open. 

 

3. Select the Attachment Type drop-down arrow and choose the type of document you are uploading 

(SOP or Attachment). 

4. Select the CBI Version drop-down arrow and choose the CBI status of your document. 

Note: If your application does not contain CBI data, use the No CBI status. If your application contains CBI, you 

must upload two versions of your SOP or Attachment, one with CBI and one with all CBI-deleted. If you originally 

indicated there would be no CBI on your application, selecting the ‘CBI-Included’ status for your document(s) will not 

protect any CBI in the attachment. 

5. Select the Upload Files button. 

Note: Each document must have a unique name within the application. You can also upload your file by dragging 

and dropping it into the dotted upload square. 

6. In the pop-up window, browse your computer and attach your document. 

7. Select the Add File button. 

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8. In the SOP & Attachments section of the application, you will see your newly uploaded document. 

9. To add additional CBI versions of your document, or additional documents, repeat steps 2-8. 

Note: The number of documents with CBI Included and CBI-deleted must be the same. 

10. To delete an SOP or attachment, select the Trash Can icon and confirm the deletion of the document. 

11. Select the Save and Next button to proceed to the Line-Item Review section. 

Note: To delete an attachment, select the Trash Can icon. You will then see a delete confirmation pop-up that will 

ask, “Are you sure want to delete this file?” Select Delete. 

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Review & Submit 

You, the responsible person or application preparer, need to review the Line Item information you have provided, 

and agree to the terms of the application to proceed to the submission section. 

Instructions: 

1. Review all sections of your application. If data is missing in your application, you will see a “You have 

errors” section at the top of the page with a red banner. You will not be able to submit your permit 

application if it does not contain the minimum data requirements. Select the hyperlinked text to go back 

to that section and complete the missing information. 

2. To preview your application as a PDF, select the Generate Line Item PDF button. 

 

 

3. Follow the on-screen prompts to launch document generation. You will need to refresh the page to

see the resulting preview files. Depending on the size of your application, these may take several 

minutes to process.

4. Once generated, you may preview the PDF copies via the SOP & Attachments section of the 

application. 

5. Select the PDF file name to view. Once selected, view the PDF in the pop-up browser window and close 

it when you’ve completed your review. 

Note: To download a PDF copy, click the download button and then save it to your computer. 

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6. Once you’ve completed your review, return to the Review and Submit section of your application, and 

scroll to the bottom of the page. 

7. Select the checkbox next to the “Yes, I understand and agree to the terms.” statement. 

8. Select the Continue button to proceed to the page where you can submit your application. 

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Certify and Submit an Application 

You, the responsible person or application preparer, have completed your application and are ready to submit it. 

Before doing so, you must certify that all the information you have provided is true. 

Instructions: 

1. In the Application Details section, review the “I certify...” statement. 

2. Select the checkbox next to the “I certify...” statement. 

Note: Upon submission, you will see a green checkmark and a confirmation message that says, “Success: 

Application Successfully Submitted,” and receive an email confirmation from aphis.efile@usda.gov. 

3. Select the Submit for Approval button. 

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4. Note the authorization number of the submission. This number will appear in your activity page and will 

be used to reference your submission during review. 

5. View/download copies of your submitted application PDFs, if needed, by scrolling to the bottom of the 

Application Details Page.

a. Depending on the size, Application PDF copies may take several minutes after submission to 

appear. Click the yellow Refresh icon after a few minutes to retrieve the generated documents.

b. You may click the name of the document and use the download button on the resulting window 

to save a local copy.

Note: Your application cannot be edited while the status of the Line Item, Application, and Authorization is 

“Submitted.” If edits are needed during review, BRS will unlock individual sections of the application for 

correction.

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Update Unlocked Sections of an Application 

During the review process, if the BRS reviewer finds sections of your application that require updates, they will 

provide you instructions and unlock these sections. Unlocking these sections of the application will allow you to 

make the updates yourself. 

Instructions: 

1. You will receive an email from APHIS (aphis.efile@usda.gov). 

2. Select the hyperlink provided in the email notification to be taken to the application. 

Note: If you are having difficulty with the hyperlink, you may login to APHIS eFile, select the Applicant Action 

Required button on your homepage, and locate the Authorization Activity card. Selecting the View Details button 

will direct you to the Review and Submit page, which outlines the changes needed. 

3. Review the Action Required section to see what sections of the application need updates.

 

4. Navigate to each of the sections that need updates by selecting the section’s chevron. 

Note: You can also proceed directly from the Action Required table to a section that needs updating by selecting the 

More Information hyperlink associated with that section. 

 

5. Edit your application according to the instructions provided by APHIS: 

a. To edit an item, select the Edit icon associated with the item you want to edit. 

b. To delete an item, select the Delete icon associated with the item you want to delete. 

c. To add a new item, select the Add button in the appropriate section. 

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Note: You may edit and delete existing records, as well as add new records, in an unlocked section (e.g., the 

constructs section or locations section.) 

6. Select the Save and Next button. 

7. Repeat steps 4-6 until you have updated all items that are marked Waiting on Customer. 

Note: Waiting on Customer items will not change their status after you have made the requested updates. The BRS 

reviewer will adjust this status when reviewing your resubmission. 

8. To submit your updates, you must certify and submit your now-updated application. 

a. Ensure the certification box is checked on the Review and Submit section. 

b. Click the Continue button. 

c. Click the certification box on the following Application Detail page. 

d. Click the Submit for Approval button. 

 

 

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Review Permit Conditions 

You, the responsible person or application preparer, need to review the conditions of your permit as set by APHIS 

and indicate whether you will be able to comply with them. 

Instructions: 

1. You will receive an email from APHIS (aphis.efile@usda.gov) stating you are now able to access the 

draft permit conditions. 

2. Select the hyperlink provided in the email notification. 

Note: If you are having difficulty with the hyperlink, you may login to APHIS eFile, select the Applicant Action 

Required button on your homepage, and locate the Authorization Activity card. Selecting the View Details button 

will direct you to the Conditions Review page. Proceed to step 4. 

3. Select the View Conditions button in the Conditions section. 

4. Review each condition description in the Standard Conditions section. 

5. Select the Agree drop-down for each standard condition and choose either Agree or Disagree for 

each condition. 

6. Enter any comments into the Comments field for each disagreed condition. 

7. Select the Save button. 

Note: A confirmation message saying, “Success: Saved Successfully!” will appear at the top of the page. 

8. Repeat steps 4-7 for the Supplemental Conditions section. 

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9. Select the Submit your Responses button at the bottom of the page. 

10. Select the OK button. 

11. Your application has been resubmitted and review will continue. 

Note: Next, APHIS will review your responses and contact you if additional follow-up is needed. 

 

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Clone an Application 

To save time on your next application, you can clone a previous application to create a new application with some 

of the same data or attributes (CBI status, movement type). You can clone a draft application or an application that 

has already been submitted. You can then edit (and submit) the clone just like any draft application. 

Instructions: 

1. Login to APHIS eFile and locate the application (A-00000XXXXX) card on your My Activity page. 

2. Select View Details on the application. 

3. In the Application Details section, select the Clone Application button. 

4. You will now be in the cloned application, which will have a new application number (A–

00000XXXXX). 

Note: All data in the original application will be copied over to the clone EXCEPT any files uploaded in the SOP 

& Attachments section. Additionally, you will not be able to edit the CBI status or movement type of the clone. If 

the application was already submitted, any Constructs will be shown as Previously Submitted Constructs on the 

clone. 

5. Select the Item Details link and review the data in the Application Details section. 

6. Update the proposed effective and expiration dates as needed, then click Save to access the 

remaining sections of the application to review and edit. 

7. Add, subtract, and edit Organisms, Supplier or Developers, Constructs, Previously Submitted 

Constructs, and Locations as needed. Ensure each section is validated (green) once complete by 

clicking the Save and Next button. 

 

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8. Upload any documents, including the required SOP, using the Add SOP or Attachment button on the 

SOP & Attachments section. 

Note: Documents attached to the original application will not transfer to the cloned application. 

9. Once the application is ready to submit, use the Review & Submit and Certify and Submit an 

Application instructions above to certify and submit for review. 
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Withdraw an Application 

You, the responsible person or application preparer, want to withdraw your application. 

Instructions: 

1. In the Application Details section, select the Withdraw Application button. 

2. In the pop-up window, select the OK button. 

Note: You will receive an email notification that your application has been withdrawn. 

 

 

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Delete an Application 

You, the responsible person or application preparer, want to delete an unsubmitted application. 

Instructions: 

Note: You can only delete applications that have not been submitted. When an application is deleted, all the data from the 

application will be erased as well. Applications for an amendment can be deleted, just like normal applications.

1. In the Application Details section, select the Delete Application button. 

2. In the pop-up window, select the OK button. 

 

3. The application will be removed from your view. 

Note: You may also delete unsubmitted applications using the Delete Draft button on the activity card. 

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View Permit 

You, the responsible person or application preparer, have been issued a permit by APHIS and you want to view or 

download the resulting permit copies. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Using the search filters or search box, locate the authorization number of your permit, or select the 

hyperlink included in your email to be taken to the authorization. 

4. Select the View Details button on the Authorization Activity card. 

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5. Scroll to the Notes and Attachments section at the bottom of the Authorization Detail Page. You will 

see one or more folders containing your permit package documents. To view the files contained in 

each folder, click the folder name hyperlink. 

Note: If your application contained CBI, there will be two folders: CBI-Included and CBI-Deleted. If your 

application contained no CBI, there will only be one folder, the No CBI folder. 

 

6. Select the Name hyperlink of each attached file to view and/or download it. The official permit name 

will be named according to the following format: Permit_issued year-monthday_AUTH00000XXXXX_CBI Status.pdf. 

7. To view any other documents, repeat steps 5-6 for the corresponding folder and document. 

Note: Select the AUTH-00000XXXXX hyperlink within the attachments folder to navigate back to the main 

section with both CBI version folders. 

 

 

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View/Request Labels in APHIS eFile 

APHIS has issued an import permit to you, the responsible person or application preparer, and you want to view the 

permit labels or request additional ones. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Using the search filters or search box, locate the authorization number of your permit, or select the 

hyperlink included in your email to be taken to the authorization. 

Note: The Permit filer will only show PPQ permits. 

4. Select the View Details button associated with the authorization.

5. Scroll to the Attachments section and select the Labels hyperlink to view the PDF of your labels. 

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Note: The responsible person will also receive an email from APHIS containing a PDF copy of your labels. Labels 

are sent shortly after an import permit is issued and are copied to the CBI-Deleted or No CBI folder in the 

Authorization Notes and Attachments at the same time. 

6. To request additional import labels, please email BRS.eFile@usda.gov and provide the following 

information: 

a. The Issued Authorization Number. 

b. The number of labels you are requesting. 

c. Whether the labels are for a hand-carry shipment. 

7. The responsible person will receive an email when the additional labels are sent. 

 

 
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Amend Application 

You, the responsible person or application preparer, need to make a change to the contents of your issued 

authorization, but do not need to extend the authorized time frame. Only issued permits can be amended. If you 

need to adjust a permit that is in review, contact BRS at BRS.eFile@usda.gov. 

Instructions: 

When you create an amendment application, all the data on your original permit application will be carried over – 

data cannot be edited or deleted, but you will be able to add new data on the amendment application. 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) you want to amend into the search bar. 

4. Select the View Details button. 

5. Scroll to the Amendment section and select the Amendment button. 

6. Select the Amendment radio button and select the Proceed With Application button. 

7. Once the page loads, you will land on the “saved” Amendment application. Select the Item Details 

hyperlink under Application Line Items. 

8. Scroll to the Related Activity section and enter a description of the amendment in the Amendment 

Description text box. 

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9. If needed, make any other updates to CBI Justification, or fields in the Related Activity section, such as 

label information. 

Note: The fields visible in the Related Activity section will depend on the movement type and purpose of your 

permit. 

10. Select the Save button. You can now proceed to the different sections of the application to add 

additional records, such as constructs and locations. The original data you provided on your permit 

application has already been copied over to each section of the application and cannot be edited. o

To add information in a specific section of the application, select that section of the application. 

o To request changes to locked records on the application, describe the changes requested in the 

Amendment Description box in step 8. A reviewer will work with you to enter updates after the 

amendment application is submitted. 

11. After you have made your updates, select the Line Item Review section to view a summary of your 

amendment application information. 

12. Scroll to the bottom of the page and check the “Yes, I agree...” checkbox. 

13. Select the Continue button. 

14. Check the “I certify...” checkbox, then select the Submit for Approval button. 

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Important Context on Amendments 

If APHIS issues you the amendment permit, any self-reports you have submitted for the original authorization will 

be moved over to the new amendment authorization number. An issued amendment will also have “--A1” 

appended to the end of the permit number, which will otherwise be the same permit number as the original 

authorization. 

 

If an authorization was amended n times, the permit number would display “-An.” When the amendment is issued, 

the status of the original authorization will update to “Superseded.” 

 

If an amendment is issued for an import permit, then any labels from the previous authorization will be 

automatically voided, and new labels will be sent to you.

 

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Create Pre-Planting Notice 

You, the responsible person or application preparer, want to submit a Pre-Planting Notice prior to conducting an 

environmental release at an authorized location. Pre-Planting Notices are not typically required for traditional 

permits. They are often required for pharmaceutical, industrial, or phytoremediation permits. An authorization’s 

supplemental permit conditions will outline the types of reports required for each permit. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Report & Notice Overview section and select the View Report/Notices button. 

Note: The grey text box will display which reports are minimally required based on your permit type. Additional

reports may be required based on your supplemental permit conditions.

6. Scroll to the Pre-Planting/Pre-Release Notices section and select the + Add button. 

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7. In the Location Details section, select the Add button.

8. In the Location Information section, select the Release Site field. 

9. Enter the name of the associated Release Site. 

10. Select the Location Name from the drop-down. 

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11. Select the Planned Start Date field and use the calendar pop-up to set your planned start date. 

12. To add additional comments, select the Comments field and enter your comment into the text box. 

13. Select the Save button. 

14. To add any Supporting Documents with the report, select the Add Supporting Documents button. 

15. In the new tab, select the Attachment Type from the drop-down list. 

16. Select the CBI Version drop-down arrow and choose the CBI status of the file you want to upload. 

 Note: If you originally indicated there would be no CBI on your application, selecting the No CBI status for your 

document(s) will not protect any CBI in the attachment. 

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17. In the new tab, select the Upload Files button. 

18. Browse your computer and select the file you want to upload. 

19. Click on the Done button.

The uploaded attachments will be visible in the Supporting Documents section. 

20. Repeat steps 14-19 until all supporting documents have been uploaded. 

Note: If you are uploading a file that contains CBI, you must also upload a CBI-Deleted version of the file. 

21. To preview a Report or Notice PDF prior to submission, see the View Report/Notice PDF Before

Submission section of this Job Aid.

22. In the Certify and Submit section, select the I certify... checkbox. 

23. Select the Submit button. 

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24. To access a PDF copy of your submitted report or notice, see the View Report/Notice PDF After

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Create Planting/Release Report or No-Planting Report 

You, the responsible person or application preparer, want to submit a Planting/Release Report to notify APHIS that 

you have conducted an environmental release at an authorized location. Use this same area to report that no 

environmental release will occur for an authorized location. These entries may both be reported on a single 

submission. Planting/Release Reports are typically required for all permits that include a release. An authorization’s 

supplemental permit conditions will outline the types of reports required for each permit. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Report & Notice Overview section and select the View Report/Notices button. 

Note: The grey text box will display which reports are minimally required based on your permit type. Additional 

reports may be required based on your supplemental permit conditions. 

6. Scroll to the Planting/Release Reports section and select the + Add button. 

7. If planting/release occurred at your site, proceed to step 8. If you are submitting a report notifying 

APHIS that no planting/release occurred, proceed to step 39. You may mix and match these entries on 

a single report submission. 

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If Planting Occurred 

8. In the Location Details section, select the Add Planting button to add the associated Release Site. 

9. Select the Planting ID field and enter the ID you want to assign to this planting location. 

Note: The Planting ID is a non-CBI value that you assign to your specific planting site. The ID can include 

letters, numbers, and hyphens. It is recommended that your ID be unique so that you can differentiate your 

various planting sites. 

10. Select the Start Date field and use the calendar pop-up to enter your start date. 

11. Select the Anticipated Harvest/Destruct Date field and use the calendar pop-up to enter the date of 

your anticipated harvest, if available. 

12. Select the Quantity (Acres) field and enter the number of acres of your planting site. To claim the 

Quantity as CBI, use the Quantity (Acres) CBI Checkbox. 

13. Select the Comments field and enter any additional comments in the text box. 

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14. Select the Save button. 

Note: Constructs and GPS Coordinates sub-sections appear after a planting record is initially saved. These 

sections are required for submission. 

15. In the Constructs section select +Add button.

16. On the following pop-up modal, users may utilize the Search Constructs lookup or the See List of 

Constructs hyperlink to find and add a construct. Steps 17 will show how to add the construct using 

the search bar. Step 18 shows how to use the Constructs table to browse records associated with the 

permit and add them to the planting report.

17. The Search Constructs area allows users to input the Construct name, Organism scientific name, 

or Modification Method to search for constructs. No results will show until the user begins typing.

Select the drop-down result when you have located the construct that you would like to add to the 

planting. 

The selected result appears in the Construct field after selection:

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18. The See List of Constructs hyperlink opens a Constructs table that shows all constructs associated 

with the issued permit: 

This table allows users to search the Construct name, Organism scientific name, Modification 

Method, or Intended Trait details to locate a record. 

Use the Select button to add the construct to the planting report.

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The selected result appears in the Construct field after selection:

19. Select the Lines/Events field and enter any lines or events for the construct you selected, if available. 

20. Select the Save button. 

21. Repeat steps 15-20 for all approved planted/released constructs for the unique planting site. 

22. Scroll to the GPS Coordinates section and select the + Add button.

23. Select the Latitude field and enter the latitude of your planting site.

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24. Select the Longitude field and enter the longitude of your planting site.

25. If Applicable, select the Claim all GPS Coordinates as CBI checkbox to indicate that the GPS data is 

Confidential Business Information. Square brackets are not accepted in the Latitude and Longitude 

fields. 

26. Select the Save button. 

27. Repeat steps 22-26 for each of your GPS coordinate pairs. 

28. Select the X button in the top right of the planting record once all data is entered for the planting. 

29. If you are reporting another planting/release for the same release location, select the Add Planting 

button associated with the same release location. To report a planting/release for a different location 

within the same report, select the location name on the left side of the table and locate the Add 

Planting button in the Reports box for that site. Repeat steps 9-28 to enter data for the release. 

Note: Use the Edit and Delete icons associated with a planting record to modify it. 

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30. To add any Supporting Documents with the report, select the Add Supporting Documents button. 

31. Select the Attachment Type drop-down arrow and select Attachment. 

32. Select the CBI Version drop-down arrow and choose the CBI status of the file you want to upload. 

33. Select the Upload Files button. Browse your computer and select the file you want to upload. 

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Note: If you originally indicated there would be no CBI on your application, selecting the NO CBI status for your 

document(s) will not protect any CBI in the attachment. 

34. Once the file is uploaded, select Done. 

 

35. Repeat steps 30-34 until all supporting documents have been uploaded. 

Note: If you are uploading a file that contains CBI, you must also upload a CBI-Deleted version of the file. 

36. To preview a Report or Notice PDF prior to submission, see the View Report/Notice PDF Before

Submission section of this Job Aid from the Table of Contents. 

37. In the Certify and Submit section, select the I certify... checkbox. 

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38. Select the Submit button. 

39. To access a PDF copy of your submitted report or notice, see the View Report/Notice PDF After

Submission section of this Job Aid. 

 

If No Planting Occurred 

40. In the Location Details section, select the No Planting Occurred button for the associated release 

location. 

41. Select the No Planting ID field. Enter the ID you want to assign to the specific site in which you 

did not plant. 

Note: The No Planting ID is a non-CBI value you assign to your specific release site. The ID can include letters, 

numbers, and hyphens. It is recommended your ID be unique so you can differentiate your various planting 

sites. 

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42. Select the Report of No-Planting Date and use the calendar pop-up window to enter the date you 

are reporting that no planting/release will occur. 

43. Select the Explanation field and enter your explanation for not conducting a release. 

44. Select the Save button. 

45. Complete steps 30-34 to attach any supporting documents. 

46. To preview a Report or Notice PDF prior to submission, see the View Report/Notice PDF Before

Submission section of this Job Aid from the Table of Contents. 

47. In the Certify and Submit section, select the I certify... checkbox. 

48. Select the Submit button. 

49. To access a PDF copy of your submitted report or notice, see the View Report/Notice PDF After

Submission section of this Job Aid.

 

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Create Pre-Flowering Notice 

You, the responsible person or application preparer, want to submit a Pre-Flowering Notice before your organism 

flowers. Pre-Flowering Notices are not typically required for traditional permits. They are often required for 

pharmaceutical, industrial, or phytoremediation permits. An authorization’s supplemental permit conditions will 

outline the types of reports required for each permit. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Report & Notice Overview section and select the View Report/Notices button. 

Note: The grey text box will display which reports are minimally required based on your permit type. 

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6. Scroll to the Pre-Flowering Notices section and select the + Add button. 

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7. In the Location Details section, select the Add button. 

8. In the Location Information section, select the Release Site field. 

9. Select the Location Name from the drop-down. 

 

10. Select the Planned Start Date field and use the calendar pop-up to set your planned start date. 

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11. To add additional comments, select the Comments field and enter your comment into the text box. 

12. Select the Save button. 

13. If you have additional sites to add to this report, return to step 7 and repeat until you have added the 

appropriate number of sites to your report. 

14. To add any Supporting Documents with the report, select the Add Supporting Documents button. 

Note: If you originally indicated there would be no CBI on your application, selecting the No CBI status for your 

document(s) will not protect any CBI in the attachment. 

16. Browse your computer and select the file you want to upload. 

17. Repeat steps 14-16 until all your supporting documents have been uploaded. 

Note: If you are uploading a file that contains CBI, you must also upload a CBI-Deleted version of the file. 

18. To preview a Report or Notice PDF prior to submission, see the View Report/Notice PDF Before 

Submission section of this Job Aid from the Table of Contents. 

19. In the Certify and Submit section, select the I certify... checkbox. 

20. Select the Submit button.

15. In the new tab, Select an Attachment Type and . CBI Version.

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Create Pre-Harvest/Pre-Destruct Notice 

You, the responsible person or application preparer, want to create a Pre-Harvest/Pre-Destruct Notice before you 

harvest or terminate your release. Pre-Harvest/Pre-Destruct Notices are not typically required for traditional 

permits. They are often required for pharmaceutical, industrial, or phytoremediation permits. An authorization’s 

supplemental permit conditions will outline the types of reports required for each permit. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Report & Notice Overview section and select the View Report/Notices button. 

Note: The grey text box will display which reports are minimally required based on your permit type. 

6. Scroll to the Pre-Harvest/Pre-Destruct Notices section and select the + Add button. 

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7. In the Location Details section, select the Add button.

8. In the Location Information section, select the Release Site field. 

9. Enter the name of the associated Release Site. 

10. Select the Location Name from the drop-down. 

11. Select the Anticipated Harvest/Destruct Date field and use the calendar pop-up to set your planned 

start date. 

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12. To add additional comments, select the Comments field and enter your comment into the text box. 

13. Select the Save button. If you have additional sites to add to this report, return to step 7 and repeat 

until you have added the appropriate number of sites to your report. 

14. To add any supporting documents with the report, select the Add Supporting Documents button. 

15. In the new tab, select the Attachment Type from the drop-down list. 

16. Select the CBI Version drop-down arrow and choose the CBI status of the file you want to upload. 

Note: If you originally indicated there would be no CBI on your application, selecting the No CBI status for your 

document(s) will not protect any CBI in the attachment. 

17. Select the Upload Files button. 

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18. Browse your computer and select the file you want to upload. 

19. Click on the Done button.

The uploaded attachments will be visible in the Supporting Documents section. 

20. Repeat steps 14-19 until all your supporting documents have been uploaded. 

Note: If you are uploading a file that contains CBI, you must also upload a CBI-Deleted version of the file. 

21. To preview a report or notice PDF prior to submission, see the View Report/Notice PDF Before

Submission section of this Job Aid from the Table of Contents. 

22. In the Certify and Submit section, select the I certify... checkbox. 

23. Select the Submit button. 

24. To access a PDF copy of your submitted report or notice, see the View Report/Notice PDF After

Submission section of this Job Aid. 

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Create Cleaning (Return to General Use) Notice 

You, the responsible person or application preparer, want to create a Cleaning (Return to General Use) Notice. 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) into the search bar. 

4. Select the View Details button. 

5. Scroll to the Report & Notice Overview section and select the View Report/Notices button. 

Note: The grey text box will display which reports are minimally required based on your permit type.

6. Scroll to the Cleaning (Return to General Use) Notice section and select the + Add button to start a 

new report. 

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7. Select the Add button to select a location.

8. Select the Location field.

9. Enter the name of your release site into the search bar. 

10. Select the Location Name from the drop-down. 

11. Select the Cleaning Date field and use the calendar pop-up to enter your cleaning date. 

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12. Select the Equipment/Facility Indicator drop-down arrow and choose what you are cleaning. 

13. Select the Description field and enter a description into the text box. 

14. Select the Save button. 

15. To add any Supporting Documents with the report, select the Add Supporting Documents button.

16. In the new modal, select the Attachment Type drop-down arrow and choose Attachment. 

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17. Select the CBI Version drop-down arrow and choose the CBI status of the file you want to upload. 

18. Select the Upload Files button to browse your computer and select the file you want to upload. 

Note: If you originally indicated there would be no CBI on your application, selecting the No CBI status for your 

document(s) will not protect any CBI in the attachment. 

19. Select the Done button. 

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20. Repeat steps 15-19 until all your supporting documents have been uploaded. 

Note: If you are uploading a file that contains CBI, you must also upload a CBI-Deleted version of the file. 

21. To preview a report or notice PDF prior to submission, see the View Report/Notice PDF Before

Submission section of this Job Aid from the Table of Contents. 

22. In the Certify and Submit section, select the I certify... checkbox. 

23. Select the Submit button. 

24. To access a PDF copy of your submitted report or notice, see the View Report/Notice PDF After

Submission section of this Job Aid. 

 

 

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Create Field Test Report 

You, the responsible person or application preparer, want to create a Field Test Report. Field Test Reports are 

typically required for all permits that include a release. An authorization’s supplemental permit conditions will outline 

the types of reports required for each permit. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Report & Notice Overview section and select the View Reports/Notices button. 

Note: The grey text box will display which reports are minimally required based on your permit type. 

6. Scroll to the Field Test Reports (Annual or Final) section and select the + Add button. 

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7. Select the Add Field Test button associated with the location your report is regarding. Only locations 

with submitted planting/release reports will be available for field test reporting.

Final Field Test Report 

8. Select the Field Test Report drop-down and choose Final.

Note: One-year permits will not display the Annual Report option. 

9. Answer each question by selecting the option that corresponds to your answer. 

Note: The required questions will change depending on the answers you give. For example: if you indicate any 

materials were terminated in-field, two more required questions will appear on the screen. 

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10. Select the Save button. 

11. To add data for additional release locations to this report, return to step 7 and repeat until you have 

added everything you need for your report. 

12. To add any supporting documents with the report, select the Add Supporting Documents button. 

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13. In the new modal, select the Attachment Type drop-down arrow and choose Attachment.

 14. Select the CBI Version drop-down arrow and choose the CBI status of the file you want to upload. 

 

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 15. Select the Upload Files button to browse your computer and select the file you want to upload.

Note: If you originally indicated there would be no CBI on your application, selecting the No CBI status for 

your document(s) will not protect any CBI in the attachment. 

17. Repeat steps 12-16 until all your supporting documents have been uploaded. 

Note: If you are uploading a file that contains CBI, you must also upload a CBI-Deleted version of the file. 

18. To preview a Report or Notice PDF prior to submission, see the View Report/Notice PDF Before 

Submission section of this Job Aid from the Table of Contents. 

19. Select the I certify... checkbox. 

20. Select the Submit button. 

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16. Select the Done button. 

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Annual Field Test Report 

Please Note: The Annual Field Test Report option is only available for multi-year release permits. 

21. Select the Field Test Report drop-down and choose Annual.

22. Answer each question by selecting the option that corresponds to your answer. 

Note: The required questions will change depending on the answers you give. For example, if you indicate any 

materials were terminated in-field, two more required questions will appear on the screen. 

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23. Select the Save button.

24. An additional Observations section would appear if you answered “Yes” to “Is monitoring for 

volunteers during the field test required?”. If you answered “No”, proceed to step 32. 

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25. Select the + Add button. 

26. Select the Observation Date field and use the calendar pop-up to enter your observation date. 

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27. Select a unit of measure in the Units drop-down field. 

Note: If “per field” is selected, you must include the Monitored Area (in acres) along with the observation. If 

another value is selected in the Units drop-down, the Monitored Area field is optional.

28. Enter the Number of Volunteers (per unit indicated in step 26) located during the observation. 

29. Describe the Action Taken and any Comments about the observation. 

30. Select the Save button. 

31. Repeat steps 25-30 to add additional observation entries for the monitoring period, if applicable. 

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32. Select the Save button. 

33. In the Supporting Documents section, select the Add Supporting Documents button. 

 

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34. In the new modal, select the Attachment Type drop-down arrow and choose Attachment.

35. Select the CBI Version drop-down arrow and choose the CBI status of the file you want to upload. 

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36. Select the Upload Files button to browse your computer and select the file you want to upload. 

Note: If you originally indicated there would be no CBI on your application, selecting the No CBI status for your 

document(s) will not protect any CBI in the attachment. 

37. Select the Done button.

38. Repeat steps 33-37 until all your supporting documents have been uploaded. 

Note: If you are uploading a file that contains CBI, you must also upload a CBI-Deleted version of the file. 

39. To preview a report or notice PDF prior to submission, see the View Report/Notice PDF Before

Submission section of this Job Aid from the Table of Contents. 

40. Select the I certify... checkbox. 

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41. Select the Submit button. 

42. To access a PDF copy of your submitted report or notice, see the View Report/Notice PDF After

Submission section of this Job Aid. 

 

 

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Create Volunteer Monitoring Report/No Monitoring Report 

You, the responsible person or application preparer, want to create a Volunteer Monitoring Report. Volunteer 

Monitoring Reports are often required for permits that include a release. An authorization’s supplemental permit 

conditions will outline the types of reports required for each permit. 

Instructions: 

1. Log into APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Report & Notice Overview section and select the View Report/Notices button. 

Note: The grey text box will display which reports are minimally required based on your permit type. 

6. Scroll to the Volunteer Monitoring Reports section and select the + Add button. 

7. If monitoring occurred, proceed to step 8. If no monitoring occurred, proceed to step 33. 

 

 

 

If Monitoring Occurred 

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8. In the Location Details section, select the Add Monitoring button for the associated release site. Only 

locations with submitted planting/release reports will be available for Volunteer Monitoring reporting. 

9. Select the Final Volunteer Monitoring Report? drop-down arrow and choose Yes or No. 

10. Select the Monitoring Period Start field and use the calendar pop-up to enter your monitoring start 

date and select the Monitoring Period End field and use the calendar pop-up to enter your 

monitoring end date. 

11. Select the Comments field and enter any additional comments into the text box. 

12. Select the Save button. 

13. In the Observations section, select the + Add button. 

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14. Select the Observation Date field and use the calendar pop-up to enter the observation date. 

15. Select the Number of Volunteers field and enter the number of volunteers. 

Note: If there were no volunteers found during monitoring, enter the number 0.

16. Select the Units drop-down arrow and choose your unit. 

Note: If “per field” is selected, you must include the Monitored Area (in acres) along with the observation. If 

another value is selected in the Units drop-down, the Monitored Area field is optional.

17. Select the Action Taken field and enter your actions taken regarding the volunteers. 

Note: This field is required for all observations where the number of volunteers is greater than zero.

18. Select the Comments field and enter any comments into the text box. 

19. Select the Save button. 

20. Repeat steps 13-19 for all observations conducted during the monitoring period indicated in step 9. 

21. Select the Cancel button. 

22. To report another monitoring period and observations for the same release site, select the Add 

Monitoring button associated with your same release site and repeat steps 8-21. You may also select 

the Add Monitoring button for a different release location and repeat the same steps. 

23. In the Supporting Documents section, select the Add Supporting Documents button. 

24. In the new window, select the Attachment Type and CBI Version drop-down options. 

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Note: If you originally indicated there would be no CBI on your application, selecting the No CBI status for your 

document(s) will not protect any CBI in the attachment. 

25. Browse your computer and select the file you want to upload. 

26. Repeat steps 23-25 until all your supporting documents have been uploaded. 

Note: If you are uploading a file that contains CBI, you must also upload a CBI-Deleted version of the file. 

27. To preview a report or notice PDF prior to submission, see the View Report/Notice PDF Before

Submission section of this Job Aid from the Table of Contents. 

28. In the Certify and Submit section, select the I certify... checkbox. 

29. Select the Submit button. 

30. To access a PDF copy of your submitted report or notice, see the View Report/Notice PDF After

Submission section of this Job Aid. 

 

If No Monitoring Occurred 

31. In the Location Details section, select the No Monitoring Occurred button associated with the 

release site where no monitoring occurred. 

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32. Select the No Monitoring Date field and use the calendar pop-up to enter the either today’s date or 

the date when no monitoring occurred because of environmental condition or design protocols. 

33. Select the Reason for No Monitoring field and enter the reason you did not monitor. 

34. Select the Save button. 

35. To report another period where no monitoring occurred for the same release site, select the No 

Monitoring Occurred button associated with your same release site and repeat steps 33-35. You 

may also select the No Monitoring Occurred button for a different release location and repeat the 

same steps. 

36. To upload supporting documentation, proceed with steps 23-25. 

37. To preview a report or notice PDF prior to submission, see the View Report/Notice PDF Before

Submission section of this Job Aid from the Table of Contents. 

38. In the Certify and Submit section, select the I certify... checkbox. 

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View Report/Notice PDF Before Submission 

You, the responsible person or application preparer, want to view the PDF of a Self-Report that has been drafted 

but not submitted. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Report & Notice Overview section and select the View Report/Notices button. 

Note: The grey text box will display which reports are minimally required based on your permit type.

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6. Select the CBI version hyperlink associated with the report PDF you want to view. 

 

7. A new Document Generation tab will open. Select the Next button to proceed with generating a PDF 

preview of the report. 

Note: This view does not allow you to add or edit data. 

8. View the PDF and then close the window. 

Note: Do NOT save the PDF. By selecting Save, the unfinished version of the PDF will be saved into the 

Supporting Documents section. To download a local copy of the unsubmitted report, right click the on-screen 

document preview and select “Save as...”. 

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View Report/Notice PDF After Submission 

You, the responsible person or application preparer, want to view or download a Report or Notice that you have 

submitted. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Report & Notice Overview section and select the View Report/Notices button. 

Note: The grey text box will display which reports are minimally required based on your permit type.

6. Select the CBI version hyperlink associated with the Self Report you have submitted and want to 

view. 

Note: For Planting/Environmental Release Reports and Volunteer Monitoring Reports, it will take approximately 15 

minutes after submission for the documents to become available. Reports containing larger amounts of data may 

take several hours to become available. 

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7. For Planting/Release and Volunteer Monitoring reports, which store static PDF copies of data 

submitted over time, the report PDF will open in a new tab. You may view the document in the window 

or select the Download button in the top right to save a local copy. 

 

8. Field Test Reports and notice PDFs are generated for each submission. In the new tab, select the 

Next button. 

9. When the preview opens, review the file in the tab. To download a copy, right-click on the PDF 

preview and choose Save as... 

10. Save the file as a PDF to the location of your choice. 

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Respond to Compliance Incident Proceedings 

APHIS has requested either more information or specific mitigation/compliance response actions from you, the 

responsible person or application preparer, in relation to a compliance incident under an authorization. As a result, 

you need to submit documents to APHIS regarding the incident. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Notes and Attachments section and select the CI-000XXX hyperlink. 

6. Select the Responsible Party Documents folder hyperlink. 

8. Browse your computer and select your files. 

9. You will receive a message that your files have uploaded successfully. 

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7. Select the Upload Arrow button. 

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Provide Documentation for Inspection 

APHIS has requested more information from you, the responsible person or application preparer, in relation to an 

inspection under an authorization. As a result, you need to submit documents to APHIS. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Notes and Attachments section and select the IN-00000XXXXX hyperlink. 

8. Browse your computer and select your files. 

9. You will receive a message that your files uploaded successfully. 

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7. Select the Upload Arrow button. 

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Access Inspection Results Letter 

APHIS has shared with you, the responsible person or application preparer, the results of an inspection conducted 

under an authorization. As a result, you may view or download a copy of the results. 

Instructions: 

1. Login to APHIS eFile. 

2. Select the My Activity tab. 

3. Enter your Authorization number (AUTH-00000XXXX) into the search bar. 

4. Select the View Details button.

5. Scroll to the Notes and Attachments section and select the IN-00000XXXXX hyperlink. 

6. Select the Applicant Documents folder hyperlink. 

7. To download a copy, select the checkbox associated with the desired file. 

Note: Depending on your organization’s firewall settings, these buttons may not be available. You may also select 

the name of the file, which will open the document in a new window. If you elect to use this option, find and select 

the Download button to save the file to your computer. 

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Thank you for using APHIS eFile! 

We hope this guide helps you navigate, submit, and manage permits and compliance reports in APHIS eFile! 

For eAuthentication Support: 

For assistance in applying for a USDA eAuthentication ID and password, please contact USDA. 

Website: https://www.eauth.usda.gov/home

Contact Us: https://www.eauth.usda.gov/eauth/b/usda/contactus

FAQ: https://www.eauth.usda.gov/eauth/b/usda/faq

Phone: (866) 794-2827

For APHIS eFile Technical Support: 

For technical support regarding APHIS eFile, please contact the Marketing and Regulatory Program (MRP) 

Helpdesk. Technical support includes account management, errors within the APHIS eFile system, or problems 

accessing information such as an issued Permit. 

Email: help@aphis.usda.gov

Phone: (877) 944-8457 

Web: http://help.aphis.usda.gov

For Assistance with BRS Permits and Reports: 

For questions and help with Biotechnology Regulatory Services (BRS) permits and compliance reports, please 

contact the Animal Plant Health Inspection Service (APHIS) BRS support staff. 

 BRS Permits Team: BRSPermits@usda.gov

 BRS Compliance Team: BRSCompliance@usda.gov

BRS eFile Team: BRS.eFile@usda.gov

8. Select the Download as PDF button. 

9. The file will save to your computer. 

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